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HomeMy WebLinkAbout19630119_special1/19/63 MINUTES OF THE SPECIAL MEETING VILLAGE COUNCIL, HELD WITH THE AT THE VILLAGE HALL, SATURDAY, .. OF THE EDINA EDINA PXRK BOARD JANUARY T9,1963 , AT 1:30 P,M. Pursuant to due call and notice given, the Village Council and the Park Board convened in Special Session at 1:30 P.EI., Saturday, January 19, 1963, in the Village Hall. Meeting was held for the purpose of making a decision as to how to proceed with work on the Hays Farm Golf Course, now that Village Attorney has notified Council that contract on Proposal No, 1-BASIC EARTHWORK, SODDING AND SEEDING-cannot be awarded on a negotiated basis, * All members of the Village Council were present, and Mr. Whitlock of the office of Dorsey, Owen, Marquart, .Windhorst and Nest attended the meeting, as did Assistant Manager Hite, Finance Director Dalen, and Clerk Alden. Village Attorney Hasselquist Park Board members attending the meeting were Chairman Stephens, Golf Course Chairman Diercks, and members Adams, Giebink, Jacus and Lewis. Parks Director Rosland, and Mr. Donald Brauer of Harrison, Brauer and Rippel, planning engineers, also attended. Recreation and Finance Director Dalen reported that bonds to finance the Golf Course Project should be sold in March if it is determined that work is going to be done this year, because the school will be coming into the bond market with its issue in June or July. Mr. Brauer explained in detail the revisions and deletions which have resulted in a negotiated low bid of $438,175*60 by Carl Bolander and Sons as compared with the Bolander formal low bid of $580,842.60; first, the decision to dredge the ponds and chennels to a depth of only four feet, rather than the ten feet listed in the specifications; and, second, the decision to eliminate items which can be accomplished by golf course greens keepers at an estimated cost of some $55,000 . Mr. Hasselquist informed those present that under State Statute competitive bids are required, and the acceptance or award of a bid must be exactly in accordance with bid and specifications; that the Statutes make no provisions for negotiations with the low bidder. received, lump sum bids, but that in deleting some items from the bid and negotiating others we have made the low bid %on-competitiveff and not conforming to specifications. negotiated basis the Village Council has no authority for paying the contractor. Mr. Hasselquist reported that change orders are permissible after the contract is awarded, but only if they are inconsequential, . He pointed out that the Village had asked for, and had He added that if the contract should be awarded on the 1 - Some discussion was had on the work schedule, relative to the delaying of work until next year. for the dredging of the ponds compZetion. date for the earthwork will not have to be changed materially if the Village can take bids for this work by February 18. Mr. Hasselquist advised that if adveytisement for bids is made on January 24, bids can be taken February 8 and awarded on February 11. Presenting a revised schedule of work to be done on the course, a11 based on an award date of February 18, Mr, Brauer showed that sodding and seeding could be finished in August and September, stating that if this work is not done this fall there can be no play on the course in 1964 but that if it is done, there will be at least CaGtidL $la$ in ,f6$$.Yhat tbe%&or earthwork, and at least 75% of the irrigation system should be completed by the time sodding and seeding is begun, Mr. Brauer reported that because of the change in specifications Mr. Brauer submitted a new proposal, which set forth a base bid, plus several alternates, with a separate proposal for sodding and seeding in order that proposals might be received directly from the sod and seed canpanies, was informally approved by Council and Park Board. reject all bids taken January 9 on Proposal No, 1, and re-advertise for bids to be taken February 8 on revised Proposal No. 1, subject to approval of Village Attorney on said revised proposal and specifications prior to submission o€ proposal to contractors This new proposal form MacMaillan moved that Council Blotion seconded by VanValkenburg and carried L ... 4. I Discussion then turned to Proposal No. 2-IRRIGATION SYSTEM-on which four bids had been received. Tor0 Manufacturing Company was second-low at $122,263 . 95 ; whereas, on an Alternate, being on a design by the bidder, Toro was low bidder at $108,623.85 and Astleford & Van Buskirk was second low at $113,623.85, Mr, Brauer reported that, since the receipt of the bids, Toro Manufacturing Company has volunteered to change its own design to more closely conform with Base Bid specifications, at the price bid for its own design. On the Base Bid, T.D. Gustafson was low bidder, at $L16,000, and Village Attorney ruled that this, too, would be considered a 1/19/63 3 b, d b 3 es m negotiated bid, bids were taken days . Chairman and accordingly cannot be awarded,' It was pointed ouk that on January 9; that bidders may withdraw their bids after 30 Stevens took a poll of the Park Board, and it was unanimous e that the Board recommend to the-Council that the Council award bid to T.D. Gustafson Company on the base bid, providing the Council awards a contract for the Basic Earthwork on February 11, Manufacturing Company representatives they would be allowed to explain their proposal to the Village Council before award was made. was directed to inform the two low bidders of.what has taken place, and to ask T.D. Gustafson Company to extend the time for withdrawal of low bid until after February 11, Mr. Brauer stated he had told Tor0 Assistant Manager Hite ' Proposal No, 3--PLANT MATERIALS-was delayed pending a firm recommendation by the .Park Board on revised specifications , EMPLOYEE INSURANCE DISCUSSED. Mr. Dalen asked authorization to expend up to SO0 for expert analysis of retention schedules, etc., relative to proposals now received for employees' insurance, MacMillan's motion granting this authority was seconded by VanValkenburg and carried, -*-. MacMillan's motion for adjournment wahseconded by Tupa and carried. Meeting adjourned at 3 : 40 Po M. MINUTES OF THE REGULAR MEETING OF THE EDINA VILLAGE COUNCIL, HELD MONDAY, JANUARY 28, 1963, AT THE VILLAGE HALL, AT 7:OO P.Q* Members answering Rollcall were MacMillan, Rixe, Tupa, VanValkenburg and Bredesen. COUNCIL ZONES 5101 HANKERSON AVENUE FROM OPEN DEVELOPMENT DISTRICT TO AUTOMOBILE PARKING DISTRICT. Clerk submitted Affidavit of Publication in Edina-Morningside Couryer January i7 and 24, 1963, of "Notice of Public Hearing on Petition for Rezoning from Open Development District to Automobile Parking District", and also Affidavits of Posting and Mailing of said notice. approved as to form and ordered placed on file. Hearing was conducted on the petition of Edina Mortuary for the Rezoning from Open Development District to Automobile Parking District of "The North 35 Ft. of Lot 14 and South 1/2 of Lot 13, Block 1, Brookside Heights (5101 Hankerson Avenue). properties, Planning Director Hite explained the proposal. of Edina Mortuary for the rezoning of the tract immed'iately North of the Mortuary propepty. He reported that it is not the plan of the mortuary owners to develop this property immediately-that they are securing it with the plan of holding it until such time as additional parking facilities are warranted, He told Council, too, that the additional parking area will be treated in exactly the same manner as present parking facilities; that there will be no additional access to Hankerson Avenue, and the parking lot will be screened, with special treatment on the screening for the property directly to the North, in order to satisfy that property owner. Mr. Dick En*oth, an owner of the mortuary, was present and corroborated Mr. Hite's statements. audience, and no written objections had been received prior thereto. Tupa offered the following Ordinance, moving that Council dispense with second reading and adopt Ordinance as submitted : Affidavits were Pursuant to Notice, Public With the help of visual aids showing land use.of the surrounding There were no objections from the Trustee ORDINANCE NO. 261-71 AN ORDINANCE AMENDING ORDINANCE NO. 261 (ZONING ORDINANCE) OF THE VILLAGE OF EDINA, ESTABLISHING ADDITIONAL AUTOMOBILE PARKING DISTRICT THE VILLAGE COUNCIL OF THE VILLAGE OF EDINA, MINNESOTA, ORDAINS: Sectipn 1. Section 5, Automobile Parking District, of Ordinance No. 261 of the Revised Ordinances of the Village of Edina, as amended is hereby further amended by adding at the end of paragraph 1 of said Section 5 an additional, sub- paragraph as follows : "(i> The North 35 Ft, of Lot 14 and the South 1/2 of Lot 13, Block 1, Brookside Heights .It Sectipn 2, This Ordinance shall be in effect immediately upon its passage and publication.